Senior Property Administrator
Santa Clara, CA 95054
The Senior Property Administrator is charged with supporting management's efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well-maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Owner's goals and objectives.
Property Maintenance:
- Perform administrative functions for SPM/PM as requested, including typing of general correspondence, proposals, reports, and lease amendments
- Assist in maintaining property management files in an orderly and efficient manner
- Maintaining the HVAC maintenance compliance program for those tenants who are directly responsible for HVAC maintenance and repairs.
- Work with SPM/PM and APM in the solicitation and collection of bids for various work at properties.
- Prepare, route, and process service contracts
- Continue an ongoing familiarity of all projects to assist SPMs/PMs and APMs.
- Fill in for APM, as needed, for regular, periodic inspections of properties as directed by SPM/PM (minimum of 2 times per month; 1 time per week is preferable) to ensure standard high-quality appearance and provide recommendations for maintenance / upgrades as necessary.
- Work with APM on learning how to complete vacancy inspections, including an appropriate checklist, as directed by SPM/PM.
- Work with SPM/PM and APM to learn project walk-through procedures, utilizing a walk-through checklist.
- Responsible for maintaining and updating the tenant and vendor insurance compliance program.
- Handle reprogramming of card keys, if applicable to an assigned property.
Tenant/Vendor Relations:
- Coordinate facets of tenant move-in/-out process as directed including power change over, move-in package preparation, suite and directory signage ordering, rekeying of suite, gift ordering, and directory updates
- Assist in processing and coordinating tenant requests for service. Follow through request to completion including scheduling vendor work and tenant notification
- Maintain excellent tenant and client relations by responding to all requests in a timely, efficient, and courteous manner, with written follow-through as required
- Assist with follow-up of corrective items to tenants and vendors as directed by SPM/PM
- Assist with and perform general lease research as directed by SPM/PM and APM
- Work with APM and SPM/PM on tenant move-in and move-outs. Learn how to perform the various walk-throughs, creating a punch list. Follow through with scheduling of work to obtain completion of punch list items. Re-inspect as required
Financial:
- Responsible for accounts receivable as requested by SPM/PM. Monitor receivables for all properties and ensure timely receipt of all rents
- Follow Orchard delinquency procedures, including contacting tenants on delinquencies, sending letters as required, and assessing late charges if required. Complete analysis of tenant accounts as necessary
- Work with APM in preparation and service of three-day notices, Notices of Non-Responsibility, and other documents as required (ie, estoppels, etc.)
- Works with his/her SPM/PM and APM in "behind the scenes” preparation of annual budgets, re-forecasting, reporting, and financial performance of the property
- Assist SPM/PM and APM with monthly/quarterly/annual reporting preparation as well as submittal to clients and ensure reporting is accurate and on time as required
- Read Emon Dmon meters and work with SPM/PM and APM to calculate utility bill-backs to tenants, as required
General:
- Work with SPM/PM and APM to ensure status report information is correct and current
- Maintain and update Energy Star databases
- Process incoming/outgoing daily mail for SPM/PM/APM, copying, federal express package preparation, and drop
- Cover for APM in his/her absence as required
- Phone coverage for receptionist for breaks, lunches, vacations, and sick days as needed. (Will be placed on a rotating schedule with other administrative support.)
- Assist in departmental projects as required
- On-call rotation (one week as backup; following week on call)
- Know all properties and understand all emergency procedures
- Respond to emergencies, including on-site, as required
- Perform as part of the Emergency Response Team as required
- Perform functions for VP as required
- Participate in overall property management team effort when requested
PHYSICAL REQUIREMENTS INCLUDE:
- Ability to lift and carry up to 25 pounds
- Ability to stoop, crouch, bend, kneel, climb, and reach with hands and arms
- Ability to climb stairs frequently throughout the course of the workday
- Able to sit for extended periods of time
- Must be able to hear, talk, and see well enough to communicate with coworkers and customers via phone, email, or in person
- Must have manual dexterity to type, file, and operate common office equipment including phones, fax machines, copiers, computers, and printers
OTHER REQUIREMENTS:
- Full-time salary position
- 2-3 years of directly relevant Commercial Real Estate Property Management experience
- Strong working knowledge of MS Word, Excel, Outlook, and PowerPoint
- Familiarity with maintenance accounting and/or budgeting software (Kardin)
- Effectively prioritize, multi-task and time manage
- Excellent people skills
- Strong working knowledge of general office equipment (copiers, scanners)
- Ability to effectively communicate both orally and in writing with peers, managers, and clients
- Dependable and flexible as well as possessing the ability to maintain a high level of confidentiality
- Proactive, initiate follow-through
- Work well in teams
We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and person with disabilities.
req24-01135
